Order stock from your suppliers

Add your suppliers and what you buy from them. Then send purchase orders and book deliveries straight into stock.

Add a supplier

1. In my.conciar.com, go to Inventory → Suppliers and click New supplier.
2. Enter the Name, and optionally a Contact person, Phone, Email, Delivery time in days and Notes.
3. Click Add supplier.

Purchase orders are emailed to the supplier's email address. Without one, you can still download the order as a PDF.

Add what you buy from a supplier

Click the supplier to open its items.

1. Search for the stock item.
2. Enter the Pack size: how many units come in one pack, for example 24 bottles or 5000 g.
3. Optionally enter the Price per pack and Their item code.
4. Click Add item.

The star marks the preferred supplier for an item. The first supplier you add for an item becomes its preferred supplier. Click the star on another supplier to change it.

Create a purchase order

1. Go to Inventory → Purchase orders and click New order.
2. Choose the supplier, where to Deliver to, and optionally Expected on and a Note for the supplier.
3. Search for items and enter the number of Packs. Pack size and price come from the supplier's items; you can change them on the order.
4. Click Save draft.

Send it to the supplier

Click Send to supplier. Conciar emails the order with a PDF attached. Replies from the supplier go to your own email address.

• The email lists the items and number of packs. Prices and your note are on the PDF only.
• Click PDF to download the order yourself.
• An order that's been sent can't be changed. You can click Resend to send it again.

Receive a delivery

1. Open the order. Under Receive a delivery, enter the Packs arrived for each item.
2. Optionally add a note.
3. Click Receive into stock.

The packs go into stock at the order's Deliver to location, as packs × pack size. The price per pack becomes the item's new cost price.

If only part arrived, receive what's there now and the rest later. You can also receive an order you never sent: click Receive without sending.

Status	Meaning
Draft	Saved, not sent. You can still change it.
Sent	Emailed to the supplier.
Partly received	Part of the order has arrived.
Received	Everything has arrived.
Cancelled	Stopped.

You can cancel a draft or sent order as long as nothing has been received. Conciar doesn't tell the supplier; let them know yourself.

Reorder what's running low

At the top of Inventory → Purchase orders, Reorder suggestions lists items that are low, grouped by preferred supplier.

The suggested amount is twice the item's low-stock level, minus what you have and what's already on order, rounded up to whole packs.

1. Tick the suppliers you want to order from.
2. Choose where to Deliver to.
3. Click Create drafts (the button shows the number, for example Create 2 drafts). You get one draft order per supplier.

Check the drafts and send them. Items without a preferred supplier aren't included; set one under Suppliers.

Common problems

I can't send the order. The supplier has no valid email address. Add one, or download the PDF and send it yourself.

An item isn't in the reorder suggestions. It needs a Low stock at level and must be at or below it. Items already on an open order are counted as on order.

A partly received order stays open. The rest is still expected. An order with a receipt can't be cancelled.